Executive Offices Administrative Assistant

This position is based in Punta Mita, Mexico at the Omni Pontoque

Opening in the early 2027, the Omni Pontoque Resort at Punta de Mita will be Omni’s first owned and managed property in Mexico.

Our luxury Mexican resort is seeking an accomplished adiministrative assistant to provide comprehensive and confidential executive support to the Managing Director from the pre-opening phase and continuing with the operation of the hotel, managing agenda, communications, documentation, meetings, travel, reports and coordination with the Executive Committee, corporate, owners and strategic allies, ensuring order, follow-up and timely execution of key priorities for the start of operations.

Essential Functions

Manage the DM's agenda (appointments, site tours, meetings, corporate/owner visits, interviews, and events).

Prioritize requests, filter interruptions and maintain daily control of pending tasks (to-do executive list and reminders).

Draft, review, and professionally format mailings, letters, communications, memoranda, and reports in Spanish and English.

Serve as a liaison with corporate, owners, project manager, consultants and suppliers; Channel issues to the appropriate person in charge.

Coordinate meetings of the MD and/or Executive Committee: call, agenda, room, Teams/Zoom, materials and list of attendees.

Prepare executive minutes; define agreements, responsible parties and dates; manage the Critical Path and follow up on pending & objectives.

Support the documentary coordination of the pre-opening (checklists, schedules, documents & presentations, directories and distribution lists).

Standardize templates, control versions, and organize projects & document presentations (SharePoint/Drive/server).

Prepare meeting packs for critical meetings (agenda, executive summary, data and annexes).

Coordinate travel and logistics of the DM and visitors (itineraries, transportation, lodging, access and special requirements).

Provide administrative support: requisitions of the area, control of documents for signature, checks and follow-up with Finance according to policy.

Maintain effective and professional communication with the Executive Committee and operational areas, ensuring timely response and follow-up.

Empowerment and decision-making

Organize and propose priorities in the MD's agenda based on urgency, criticality, and impact on the opening project.

Define structure, format and level of detail of GM minutes and reports, taking care of clarity, traceability and confidentiality.

Coordinate logistics of meetings and visits (rooms, materials, accesses and itineraries) to ensure flawless execution.

Follow up on agreements with internal managers, escalating deviations or delays to the DM in a timely manner.

Manage sensitive information with confidentiality criteria and adherence to internal policies.

Bachelor's degree in Administration, Tourism, International Relations, Languages, Business or related (or technical career with solid experience).

3-5 years as a bilingual assistant/executive secretary; desirable in luxury hotels or multinational organizations; experience in pre-opening desirable.

Languages: Advanced English (C1 or equivalent) with excellent writing; native or advanced Spanish; third language desirable according to market.

Tools: Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), document management (SharePoint/Drive), PDF and version control.

Work predominantly in the office, with continuous interaction with operational areas and site visits.

Availability for extended hours or adjustments for corporate/owner visits, opening milestones, events, or contingencies.

Handling of confidential information (strategy, incidents, legal issues, agreements with owners, compensation, etc.